Prisoner and Non-Prisoner Food Supply for Ministry of Justice

Prisoner and Non-Prisoner Food Supply for Ministry of Justice

This notice launches the competition for Prisoner and Non-Prisoner Food Supply. The contract will be with the Ministry of Justice for the supply of food to all public prisons.

United Kingdom-London: Food, beverages, tobacco and related products

2016/S 039-063331

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Ministry of Justice
102 Petty France
For the attention of: Elaine Pinter
SW1H 9AJ London
UNITED KINGDOM
Telephone: +44 2033343877
E-mail: priority_programme@justice.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://www.gov.uk/government/organisations/ministry-of-justice.gov.uk

Address of the buyer profile: http://www.gov.uk/government/organisations/ministry-of-justice.gov.uk

Electronic access to information: https://ministryofjusticecommercial.bravosolution.co.uk

Electronic submission of tenders and requests to participate: https://ministryofjusticecommercial.bravosolution.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

National or federal agency/office

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Prisoner and Non-Prisoner Food Supply.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract

II.1.4)Information on framework agreement

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 495 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

This notice launches the competition for Prisoner and Non-Prisoner Food Supply. The contract will be with the Ministry of Justice (the Authority) for the supply of food to all public prisons, including some with outsourced catering, some immigration removal centres and some privately managed prisons, throughout England and Wales.

II.1.6)Common procurement vocabulary (CPV)

15000000, 15100000, 15600000, 15400000, 15850000, 15820000, 15870000, 15200000, 15800000, 15980000, 15500000, 15890000, 15830000,15840000, 15300000, 15810000, 15860000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The Contractor shall source and deliver ambient, fresh, frozen and chilled food to some public prisons (currently 103), including some with outsourced catering (currently 6), some immigration removal centres (currently 2) and some privately managed prisons (currently 6) throughout England and Wales. Details of the contractual arrangements, including any third party rights, are set out in the draft Contract. The Contractor shall supply an estimated 620 product lines to cater for prisoner meals and an estimated 487 product lines (including branded lines) to cater for non-prisoners, details of which are set out in Appendix A to the draft Specification (Schedule G of the draft Contract) but are subject to change during the contract term.
The Authority is asking bidders to submit a proposal for using the Authority’s P2P system and a proposal for providing an online ordering system. Bidders are required to submit prices for both proposals in their tender responses and further details regarding the choice of system to be used by the Authority are set out in the procurement documents.
The number of deliveries is estimated to be 513 per week across all prisons and immigration removal centres based on current levels of supply although this will fluctuate dependant on need. The current delivery points are set out in appendix D to the draft Specification (Schedule G of the draft Contract) although the number and location of prisons and immigration removal centres to which the Contractor shall be required to deliver may change to include additional privately managed prisons and as a result of the closure of some existing facilities and opening of new facilities.
The value of the contract is estimated to be 55 000 000 GBP per annum. On that basis, the estimated value of the contract is 220 000 000 GBP over the minimum term of 4 years and 495 000 000 GBP over the maximum term of 9 years. These estimates of potential value are based on the supply of food to a current prison population of around 86 000 which may change resulting in an increase or decrease in order volumes. The Authority does not give any warranty, commitment or guarantee as to the volume of supply that may be required during the contract or the level of expenditure with the Contractor and bidders are advised to make their own assessment of the opportunity in this regard.
The anticipated term of the contract will be 4 years from service commencement date (following an anticipated 6 month mobilisation period) with the option to extend (in accordance with the terms of the contract and at the Authority’s discretion) for: (a) a period of 1 year (i.e. 4 + 1); or (b) a period of 2 years (i.e. 4 + 2); or (c) a period of 2 years and a subsequent period of 1 year (4 + 2 + 1); or (d) 2 periods of 2 years (4 + 2 + 2); or (e) 2 periods of 2 years and a subsequent period of 1 year (4 + 2 + 2 + 1).
Estimated value excluding VAT:
Range: between 220 000 000 and 495 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 114 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Details are provided in the procurement documentation.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details are provided in the procurement documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Details are provided in the procurement documentation.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details are provided in the procurement documentation.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Selection criteria are stated in the procurement documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Selection criteria are stated in the procurement documents.
Minimum level(s) of standards possibly required: Selection criteria are stated in the procurement documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details are provided in the procurement documents, including those relating to reliability based on past performance.
Minimum level(s) of standards possibly required:
Details are provided in the procurement documents, including those relating to reliability based on past performance.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: After evaluating each PQQ response in accordance with its terms and subject to a sufficient number of compliant responses being received, the Authority currently intends to select and pre-qualify a maximum of 5 top ranking compliant bidders with the highest scoring PQQ responses. These bidders will be issued with the Invitation to Tender by the Authority. In the event of a tie, the Authority reserves the right to invite more than 5 bidders.
Details of the objective criteria to be applied to choose the bidders who pre-qualify will be set out in the procurement documents.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: The Authority does not intend to use an electronic auction but reserves the right to do so.
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

4870-1-Food/Catering-MC-Project

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 142-260616 of 25.7.2015

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 29.3.2016 – 10:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

29.3.2016 – 10:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

28.4.2016

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 18 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 10.6.2016 – 17:00
Place: Ministry of Justice
102 Petty France
SW1H 9AJ LondonPersons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: May 2025.

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

Where a consortium or other group of operators submits a bid, such a consortium or group must nominate a lead organisation to contract with the Authority. All consortium members will be required to enter into appropriate sub-contracts and any such arrangements will require full transparency to the Authority.
The Authority reserves the right to require bidders to form a legal entity and/or contract in a specific form.
1. Registration:
The Authority will be performing events through its e-Sourcing Portal known as Bravo. The e-Sourcing Portal is an online application that allows all potential suppliers to create and submit their responses to any Pre-Qualification Questionnaire and Tender responses via the internet rather than in paper form (where they have been invited to respond). The e-Sourcing Portal will also be used by the Authority to run any e- Auctions.
Bidders Instructions: How to Express Interest in this Tender:
Register your company on the e-Sourcing Portal (this is only required once).

1) Browse the e-Sourcing Portal: https://ministryofjusticecommercial.bravosolution.co.uk and click the link to register.

2) Accept the terms and conditions and click ‘Continue’ (Bidders will be required to accept a separate user agreement specific to the Ministry of Justice as part of the pre-qualification questionnaire).
3) Enter your correct business and user details.
4) Note the username you chose, and then click ‘Save’ when complete.
5) You will shortly receive an email with your unique password (please keep this secure).
Express an interest in the tender:
1) Login to the Portal with the username/password.
2) Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are pre-qualification questionnaires or invitations to tender open to any registered supplier).
3) Click on the relevant PQQ/ ITT to access the content using the following:
PQQ Code — PQQ_25;
Project Code — prj_74.
4) Click the ‘Express Interest’ button at the top of the page:
This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only).
5) You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
Instructions on how to submit a tender will be provided in the procurement documents.
2. Suppliers wishing to make contact with Lead suppliers who are bidding, to discuss being part of the supply chain.
Bidder Conference:
In support of this notice, the Authority will hold a Bidder Event at the Prison Service College, Newbold Revel, on 11.3.2016. This event will:
— Enable the Authority to give further clarification on the requirement and the process it will be undertaking to potential bidders; and
— Provide an opportunity for potential bidders and possible supply chain partners to meet.
To this end, in addition to those organisations wishing to bid for the contract, the Authority encourages organisations, looking to be part of a bidder’s supply chain for this contract, to attend this event.

To register your interest for the event, please contact: priority_programmes@justice.gsi.gov.uk with subject: ‘Food Bidder Conference’ by 10:00 on 10.3.2016.

Full details of the event will be communicated on registering your wish to attend.
If your organisation cannot attend the event, you can register, using the above email address, to receive copies of the information shared at the event.

Additionally, if you wish for your information to be shared with bidding organisations at the event and during both this qualification phase and the future tender stage, please contact priority_programmes@justice.gsi.gov.uk with subject: ‘Food Supply Sharing Contact Details’, by 10:00 on 10.3.2016 and 3.6.2016 respectively.

3. Transparency:

HM Government requires that tender documentation issued by Government departments for contracts with a value exceeding 10 000 GBP over the life of the contract are published online (https://www.contractfinder.businesslink.gov.uk) for the general public. The resulting contract shall also be published.

The Ministry of Justice may use its discretion to redact information to protect key commercial interests or on prescribed grounds. Therefore, bidders who wish information not to be published if successful should secure agreement with the Ministry of Justice prior to submission. Only documentation relating to awarded contracts will be published.

Key commercial interests would be trade secrets and commercial interests which would be prejudiced by publication, following the tests in Section 43 of the Freedom of Information Act 2000. http://www.justice.gov.uk/downloads/information-access-rights/foi/foi-s43-exemptions.pdf

The prescribed grounds for redaction are:
(a) National security;
(b) Personal data;
(c) Information protected by intellectual property law;
(d) Information which it is not in the public interest to disclose (following the tests under the Freedom of Information Act 2000);
(e) Third party confidential information;
(f) IT security; or
(g) Prevention of fraud.
4. Electronic Work-flows:
— Electronic ordering will be used;
— Electronic payment will be used;
— Electronic invoicing will not be accepted.
5. Government Security Classification:

From 2.4.2014, the Government introduced its new Government Security Classifications (GSC) classification scheme to replace the current Government Protective Marking Scheme (GPMS). A key aspect of this is the reduction in the number of security classifications used. All potential suppliers should make themselves aware of the changes as it may impact on this Requirement. The link below to the Gov.uk website provides information on the new GSC: https://www.gov.uk/government/publications/government-security-classifications

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

22.2.2016

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